Artist Hospitality And Event Coordinator

Renfro Valley Entertainment Center in Mount Vernon, KY is looking for one artist hospitality and event coordinator to join our team. Our ideal candidate has a love of music, is a self-starter, punctual, and engaged. Candidate must be willing to work log hours on show days, and welcome a flexible

Responsibilities

The Hospitality & Event Coordinator will be responsible for coordinating and executing pre-negotiated and approved hospitality needs of the artists and crew, ensuring their experience at the Venue meets and exceeds their expectations.

Other responsibilities include private event, wedding and general venue related duties

• Review & become familiar with the pre-negotiated and agreed upon hospitality items on artist’s riders. These items typically include lodging, greenroom/dressing room needs, local runner/transportation, meals etc.

• Advance hospitality with the artist’s tour manager via email and/or phone typically 3-6 weeks prior to DOS - with communication continuing as appropriate leading up DOS. Confirm rider requests are accurate and up to date with TM. TMs often have a simplified “shopping list” that is much toned down from the rider requests. Follow up all phone calls with email recapping and documenting all phone conversations.

• Make alterations to the hospitality list as necessary - based upon substitution requests or local availability. If a request is not available locally, something the venue does not have, or something that will not be provided - notify artist’s TM via email and offer alternatives when appropriate.

• Provide TM with menu options for meals. Coordinate with TM to create a day of event meal plan and schedule. Address artist and crew dietary restrictions, ensure they are met with TM’s approval.

• Order artist meals and coordinate delivery times. Pick up and set up food items when needed. Ensure caterers are professional when backstage.

• When the venue is providing a runner – coordinate needs and times runner is needed with TM in advance, confirm needs on DOS. Ensure that a runner is scheduled appropriately. On occasion the hospitality coordinator may need to serve as runner.

• Book artist’s lodging when applicable. Coordinate requests with hotel (I.e., room away from elevator for bus driver, late check out etc.) Provide lodging details to TM. Ensure they have checked in ok & no hotel issues on DOS.

• Responsible for shopping for rider items and organizing items efficiently for distribution throughout the show.

• Ensure the greenroom, dressing rooms, backstage restrooms & all backstage areas are clean and orderly prior to artist/crew arrival & after each show. Clean and organize as needed before artist/crew arrival and occasionally throughout the day. Clean all backstage areas and dispose of any trash upon artist/crew departure. Ensure all catering items are removed.

• Setup greenroom & dressing rooms with hospitality items prior to artist/crew arrival. Distribute hospitality items appropriately to the greenroom, dressing rooms, bus etc. Ensure items are presented in an attractive & professional manner.

• Be at the venue when the artist/crew arrives. Greet the TM & make them familiar with the venue & its amenities. Ensure they have an optimal experience at Renfro Valley. Be their point of contact for all non-production related items throughout their time at Renfro Valley.

• Address any issues, questions, needs, or concerns. Report any issues to Renfro Valley management promptly.

• Assist with coordination of meet and greets when needed.

General Responsibilities

• Manage backstage inventory. Make list of items needed or that are low stock & provide list for ordering.

• Work with outside caterers and restaurants to develop multiple catering/meal options, including options for those with dietary restrictions. Seek preferred pricing. • Work with local hotel on preferred pricing terms.

• Coordinate with Renfro Valley management for catering and hospitality expense & buyout approvals.

• Assist with Weddings & events. Including Day of events, showing of space, general planning etc.

• Provide a hospitality expense report each week.

• Other duties, tasks, projects as per business need.

Qualifications

• Ability and availability to work long days. • Ability to multi-task and prioritize conflicting requests. • Strong time management skills with exceptional attention to detail. • Punctual – Early is on time. • Friendly, professional, positive, hospitable & courteous attitude. • Professional dress & appearance. • Reliable vehicle, which can be used to execute job responsibilities. • Level-headed, quick to take action and an on-the-spot problem solver. • Ability to craft professional emails and hold professional conversations. • Able to handle demanding personalities and diffuse sensitive situations. • Able to maintain professionalism at all times when working with artists.

We are looking forward to receiving your application. Thank you.